How To Schedule a Meeting by Email
Scheduling a meeting by email is a common business task. You may need to schedule a meeting for a variety of reasons, such as setting up an interview, following up on a business lead or exploring a project with a potential client. The ability to schedule a meeting by email correctly and clearly is a communication skill that can help you throughout your career.
In this article, we explain how to schedule a meeting via email, with templates and samples to help you create your own message.
What are the benefits of setting up a meeting via email?
A meeting email request asks to schedule a time, date and place where you and the recipient will see each other. In some cases, you may have a prearranged time and are confirming it. There are many benefits to scheduling a business meeting through email:
You and the recipient can refer to the email later for details about the meeting, such as location, time, place, contact information or the reason for the meeting.
You and the recipient can immediately transfer the details of the meeting to a calendar or organizing app with just a few clicks.
An email can contain links to RSVPs and directions.
An email allows you to control the accuracy of the time, place and date of the meeting. When you verbally organize a meeting, there is a chance of error in note-taking.
How to ask for a meeting via email
When scheduling a meeting by email, be clear about your objectives. You can use these steps to effectively schedule a meeting by email:
Write a clear subject line
Use a salutation
Introduce yourself (if necessary)
Explain why you want to meet
Be flexible about time and place
Request a reply or confirmation
Send a reminder
1. Write a clear subject line
A subject line should be concise, clear and include an interesting or personal detail to engage the recipient. Include the word “meeting” or “schedule.” If the email is to someone who is not expecting it, try to include information that will convince them to open it, such as the name of a common friend.
For example, you can use subject lines like “Request to set up a meeting,” “Please respond regarding the best meeting time,” or "Claire Hollowell suggested we meet.”
2. Use a salutation
Using a businesslike format is always proper in a work setting, so start your email with a salutation as you would with a business letter. Generally, “Dear Mr./Ms.” and the recipient’s last name is appropriate. If you write to someone with an unfamiliar name and you are unsure as to the gender, you can use their first and last names: “Dear Anshu Jose.” If you are inviting multiple people, you can use a group title, such as “Dear department heads,” or “To all mathematics teaching assistants.”
3. Introduce yourself (if necessary)
In some situations, you might have to schedule a meeting with someone who does not expect your email and maybe does not know you. Introduce yourself in the email and include a relevant detail so they can be assured that the email is authentic.
You can write something like “My name is Dawn Safino, and I am a nurse practitioner with 12 years of experience,” or “My name is Harris Stephens, and I work in the proofing department on the fourth floor.”
4. Explain why you want to meet
Some issues can be resolved or discussed by email or over the phone, but other discussions are more effective when done in person. To help your email recipient understand the importance of setting up a meeting, explain the reason. Knowing exactly why you are meeting will also help the recipient prepare and allocate time and resources accordingly.
Be specific, such as “I would like to discuss hiring a temporary assistant for the Finley Collection intake for the Field Museum,” or “I would like to show you how exactly our firm can help you grow your online presence.”
5. Be flexible about time and place
If you have the flexibility to do so, give your recipient options for the meeting. The flexibility may make it more likely that they will find a time and place that works for both of you. In your email, mention a few different times and locations so they can commit to one.
For example, “I am available to meet at 8 a.m. either Tuesday or Wednesday next week, or Thursdays after 4 p.m. I can reserve a conference room at our office on 2378 Westhill Street at whichever time you select.” However, you can make it clear that you are open to suggestions: “If these times do not work for you, or if you would like to meet elsewhere, please let me know.”
6. Request a reply or confirmation
Ask your email recipient to tell you whether they can attend the meeting. This will help you make reservations, arrange food and beverages or plan meeting space. Be clear about how the invitee can inform you if they are coming. You can say, “Please call my assistant at (231) 457-8900 to finalize the meeting,” “Please RSVP by October 19 to this evite,” or “Please let me know as soon as possible which of the above times would work for you.”
7. Send a reminder
Once you have received a confirmation, send a reminder a day or two before the meeting with the details of the place and time. In some situations, you might have to schedule a meeting for two other parties, such as if you are an administrative assistant scheduling a meeting for your manager with someone else. In this case, make sure you let both parties know of the agreed time and place, and send reminders to both.
For example, you can send a message like “Dear Mr. Rosenthal, I just wanted to send a reminder about your 10:30 a.m. meeting tomorrow with Jennifer Leach of Sunset Designs. I have made a reservation for you both at the Fresh Harvest Bruncheria at 987 Smythe Street. Please let me know if anything should come up that requires changing the appointment.” If they decline with no explanation, you can ask them if they would prefer a different time or location. If you do not hear back from them at all, a polite phone call to check on the receipt of your email is appropriate.
Templates for scheduling a meeting email
Here are two templates you can use to help you write an email to schedule a meeting:
Template 1: To schedule a meeting with someone you know
[Subject line]
Dear [Mr./Ms. Last Name],
I am writing to schedule a meeting to [write what the purpose of your meeting is]. If the time works for you, I would like to meet at [time] on [date] at [place].
Please confirm whether that works for you or if another time and place is better. I look forward to our meeting.
Thank you,
[Your name]
Template 2: To schedule a meeting with someone you do not know
[Subject line]
Dear [Mr./Ms. Last Name],
My name is [Full Name], and I am writing to you because [explain why you want to set up a meeting. If you have a common acquaintance who referred you, this is a good time to mention that name.]
I would love to meet for [breakfast/coffee/lunch in your office/in my office/somewhere else] some time [name a period of time, such as “next week”], if that works for you.
Please let me know when and where you would prefer to meet. I look forward to speaking to you in person.
Sincerely,
[Your Name]
Meeting request email samples
Here are three sample email meeting requests you could use to help inspire you to write your own:
Example 1
Subject: Meeting Request for MH’s Christmas Party
Dear Mr. Snyder,
I am an employee in the food service department here at Mercy Hospital. I have recently been put in charge of organizing our department’s annual staff Christmas party, as our manager is on maternity leave.
I would like to meet with you so I can get an understanding of my budget, the number of guests and who our usual vendors are for such an event. My work shift begins at 11 a.m. and I take a lunch break at 2 p.m., so I would be available to meet at 10 a.m. or 2 p.m. on any weekday next week. I would be happy to come up to your office, but please let me know if you prefer to meet elsewhere.
Thank you very much.
Sincerely,
Aleisha Johnson
Example 2
Subject: Meeting with Rep. Walton, Re: Water Restrictions; Reply Requested
Dear Mr. Wood,
I am writing on behalf of House Representative Jesse Walton to set up a meeting with you to discuss the water restrictions in Temple Terrace. He is available to meet at either 10:30 a.m., 11 a.m. or 4:30 p.m. next Tuesday, August 15 at his office, 3278 W. 14th Street, Tampa.
Please confirm a meeting time at your earliest convenience.
Thank you,
Shailene Cobb
Assistant to H.R. Jesse Walton
Example 3
Subject: Brian Wallace Suggested We Meet
Dear Therese McMahon,
My name is Essie High, and I am a realtor in Jacksonville. I met your friend Brian Wallace at a town hall meeting last night, and he informed me that I might be able to help you relocate your office. I have successfully found new homes for several local businesses with complicated needs, including a brewery and a nonprofit children’s preschool, so I am confident that I can assist you.
I would love to meet you over lunch one day next week, perhaps at Straub’s Steakhouse near your present office. I am available any day Monday through Thursday.
Thank you for your consideration. I look forward to hearing from you.
Sincerely,
Essie High